Room Condition Sheet – Tarleton’s residence halls are operated on a self-sustaining basis and fines must be charged for damage to furniture, equipment, and/or rooms. Students are required to complete a Room Condition Sheet acknowledging receipt and condition of all property in the assigned room.

Any damage to the room/apartment or its furnishings which is considered to be beyond normal wear and tear will be the student’s responsibility. Students should report damages as they occur. Additionally, students assigned to a hall/apartment are collectively responsible for the proper use, cleaning and sanitation of common areas (lounges, laundry room, computer lab, etc.) and their furnishings. When the responsibility for damage or loss cannot be assigned to individuals, the damage or loss charges may be prorated to the members of the identified floor/hall/apartment of responsibility, and each student shall pay a prorated share. Charges for loss or damages will be based on current cost to repair/replace items and billed to the student’s University account.

Upon move-in, students must report the condition of their space on furnishings on the Room Condition Sheet and submit it to their hall service office. The Room Condition Sheet will be used at move out to charge damages that are not noted, initially, on the form. Those responsible for damage to or misuse of any University property are subject to disciplinary action which will include restitution for damages/repairs.

Residence Life Charge Appeal Process and Templates

Process

1. A Residence Life professional staff member will assess damages or determine that a student has
   failed to complete a required procedure.
2. The Residence Hall Director will add the charge in Mercury and send an email through Mercury
   detailing the amount charged and the reason for the charge.
   a. Included in the email will be a link to the Residence Life Charge Appeal form. The form
   will only be available through this email.
   b. If the charge was for a housing administrative process (buyout, application fee, etc.) the
   charge will be added by the Housing Assignment Coordinators. These charges are not
   appealable and will be denied.
3. The student will have 14 calendar days to complete the Maxient form to appeal their charge and
   must include documentation.
4. The Dean of Students Administrative Office will assign the appeal case to the conduct back-up to
   review and make a decision for the appeal.
5. The back-up will review the documentation provided by the student and the information on file
   with Residence Life, including pictures in Mercury/Teams and incident reports.
6. Based on the documentation, the back-up will make a final decision on the student’s
   responsibility for the charges. Notes in Maxient should be updated to include the findings.
7. The back-up will send an official notification letter through maxient detailing their determination.

All decisions will be final through this process are final.

The appeal case will be assigned to the Residence Hall Director’s conduct back-up as listed below:

• Texan Hall > Heritage
• Hunewell/Hunewell Annex/Edge > Honors
• Honors > Hunewell/Hunewell/Edge
• Traditions North/South > Legacy/Ferguson
• Legends/Centennial > Texan Village
• Legacy/Ferguson > Integrity
• Heritage > Texan Hall
• Integrity > Traditions North/South
• Texan Village > Legends/Centennial

Residence Life Charge Appeals (maxient.com)

Room Personalization & Preventing Damage – Personalizing a room to create a home away from home is encouraged to generate a sense of comfort throughout the academic year. All decorations and personalization is temporary and should be applied in a way that does not cause damage to the unit.

The following guidelines are to be followed in the interest of fire safety as well as to minimize damage to University Housing facilities:

• Students must use removable tape products to hang items from walls.
• Screws may not be used in any room surface including the inside and outside of all doors. Damage caused by improper use of nails, screws, tacks, staples, tape, etc. will be charged to the resident(s) of the room.
• Please test the surface to ensure that no damage is caused during the removal of the product.
• Plant hangers or similar hooks may not be placed in ceilings or other room surfaces.
• Air vents must remain in place and free of obstructions. Covering these vents restricts air movement within a room and within the building which results in inadequate heating and cooling.
• With the exception of curtains not visible from the outside, window decorations are not permissible. To maintain a fire exit, the windowsill must also remain bare and free of personal decorations. If any decoration is viewable from the exterior of the campus property, the item is considered a window decoration and the blinds must be closed.
• Wall and Door decorations can not cover more than 20% of the surface of the wall or door.

• The lighting and burning of candles (including candle warmers), incense, potpourri, cigarettes, e-cigarettes or anything requiring an open flame is prohibited in any residential facility. Plug in scent diffusers are permitted. Violations may result in administrative and/or disciplinary action.
• Adhesive stickers and emblems (other than decals designed for easy removal) may not be attached to any surface in student’s rooms, including doors, windows and mirrors. Glitter/foam adhesive letters peel off paint and result in damage charges.
• Homemade or purchased loft systems are not permitted in campus housing.
• All materials must be flame resistant. Lights must be low wattage. LED string lights are, and other forms of Christmas or holiday lights are not permissible.
• Building additions and/or alterations to rooms are not allowed.

Residents are expected to comply with these guidelines. We encourage all residents to get hanging applications approved by the Residence Hall Director before applying them to the wall. Those who fail to do so will be subject to action by campus housing. This may include but is not limited to confiscation of unauthorized property, official administrative and/or disciplinary action, and/or referral to University Police.

Cleaning to Prevent Damage, Maintain Health and Safety – Cleaning of the individual room/apartment is the responsibility of the resident(s) occupying the room/apartment. The custodial staff disinfects and sanitizes common areas daily to include lounges, lobbies, hallways, and community bathroom facilities.

• Residents are expected to maintain the cleanliness of the bathroom facilities provided in each room/suite. Apartment Residents are expected to maintain the cleanliness and sanitation of their apartment, including the timely removal of trash to the dumpsters provided.
• Health and Safety (inspections) Checks occur in order to check the following: (1) the cleanliness and sanitary condition of the room, and (2) that University-owned property is being properly cared for. The room check will be made by the Residence Life staff. Residents are asked to help maintain the cleanliness of the residence halls, including restrooms and shower facilities, and to not sweep trash into the hallway.
• Vacuum cleaners are available for checkout. When a room/apartment is found to be kept in an unsatisfactory condition, the student(s) assigned to the room/apartment will be subject to administrative and/or disciplinary action to include restitution for any expenses incurred in bringing the room/apartment into compliance with these standards. If the condition warrants or a pattern is established the student may be subject to administrative action.

• Any trash needs to be taken directly to dumpsters located outside of the residence halls, and not left in hallways, stairwells, balconies, fire escapes, public areas or restrooms for any period of time. Residents not properly disposing of trash are subject to fines and disciplinary action.
• Students are responsible for removing all perishable items from their room/apartment when campus housing is officially closed.

Balcony/Deck Policy – Some residential units have balconies or decks for student use. Balconies and decks are subject to the same policies and regulations found in their respective residential facilities. If the policies regarding balcony/deck use are not adhered to, students are subject to disciplinary action and/or fines, up to and including removal from campus housing with continued financial obligation. Using balconies/decks for storage or as holding areas create safety and health hazards and can be unsightly. In general, balconies/decks are not to be used as storage areas. To promote safety and prevent damages, the following are the policies regarding balconies and decks:

• Smoking is prohibited on the balcony/deck. Tarleton is a smoke and tobacco free campus.
• Students may not store or leave their trash on the balcony or deck.
• Ground floor balconies are not meant for entrance and exit from the apartment area.
• No alcohol is permitted on the balcony/deck or any public areas at any time.

• Students may not store any university furniture or interior furnishings on the balcony or deck for any reason or for any length of time. When indoor furniture is placed outside, the aesthetic standards set by Residence Life are not met. In addition, the sun and rain will ruin the furniture’s upholstery and wood finish. If the residents of an apartment are found with university furniture on their balcony or deck, the apartment occupants will be referred to personnel in the Dean of Students Administrative Office and, if found responsible, receive sanctions that can include a daily fine and charges for damages to university property.
• Students may place their personal furniture (e.g., folding chairs and small tables) on the balcony (Texan Village only). To ensure the safety of all residents and prevent injury, personal furniture is not permitted on any of the decks. Hammocks are not permitted to be hung from balconies and decks.
• Barbeque grills, propane tanks, portable barbeque grills (e.g., Hibachis), grilling accessories, and combustible materials such as charcoal and charcoal lighter fluid may not be used or stored inside buildings or outside on balconies or decks. Small barbeque grills must be used at least 25 feet from the buildings due to the density of apartment living and fire safety. Barbeque areas are available for the residents in several residential communities.
• Students may not engage in or behave in ways that are dangerous to self or others (e.g., jumping from balcony/deck, repelling, and hanging over the edge, or climbing up to the balcony.
• Students may not throw items to and from balconies and decks.
• Students may not display or hang items from the balcony/deck as this can be a fire hazard. This includes strands of lights, wind chimes, drapes, and any other decorations are not permitted

University Property – University property is considered state property, as such, the university and Residence Life hold some responsibility for how the residence halls and campus apartments appear to the general public. Theft or damage to state
property is a criminal offense that can result in fines and jail time.

• All University movable furnishings (beds, mattresses, chairs, desks, etc.) must remain in their assigned room/apartment even if not being used.
• Window dressings (blinds, etc.) are not to be removed and must stay in their intended locations.
• No objects are to be placed between the blinds and the window or set in the windowsills.
• Ceiling tiles are not to be removed. Removing ceiling tiles is hazardous and may result in injury to the student and/or damage to the tiles which will then have to be replaced at the student’s expense.
• Lounge and common furnishings are not to be placed in individual rooms. These furnishings are intended to be used by all residents and must be kept available for community use.
• Windows in air-conditioned residence halls must be kept closed. In all halls, windows must be closed whenever the heating system is on during cool/cold times. Screens must remain in the window frames.

Repair costs for damage to room/apartments, or the replacement costs for lost or damaged room furnishings, will be charged to the resident(s) assigned to the room/apartment. In each case, the charge will be divided equally between the
students involved unless there is a written agreement between the students that one student had sole responsibility for the
specific damage.

Keys – Texan Hall, Texan Village, Integrity, Traditions North, Traditions South, Honors, Centennial, Hunewell, Hunewell Annex, and Ferguson Hall are residential facilities that issue a key to the residents upon check-in to campus housing. Keys are the property of University Housing and are NOT to be lent to anyone else.

• Students are expected to carry their room key with them at all times.
• Lost keys must be reported to the Residence Hall Director immediately. A charge of $40-$180 will be assessed for changing locks in a residential unit.
• Lock your door! To help maintain the security of one’s room, students are encouraged to always lock their doors at all times, even if just visiting down the hallway. Duplication of university keys is strictly prohibited

Propped Doors – To ensure the safety and security of the community members and the facilities in which they live, exterior and stairway doors are not to be propped open. Students found responsible for propping doors open will be subject to administrative and/or disciplinary action. Propping electronic access doors damages the electronic mechanisms and propping can result in a fine for damaged property

Lockouts – It is the student’s responsibility to always have the room key/Texan card in his/her possession. Accidental lockouts occasionally happen, and a Residence Life staff member can help in such cases. Students will report to their Residence Hall office and check-out a key/temp card for a period of no longer than thirty minutes. If lockouts become
habitual, administrative and/or disciplinary action may be taken and/or the Residence Life staff may have a new lock put on the door and assess the cost of a lock replacement charge to the resident(s).

Conservation – It is the responsibility of every student to manage and control the use of energy in their residence hall/apartment. Keeping windows closed and turning lights and electrical appliances off, when not in use, helps to significantly reduce energy use and control the costs of living on campus. Do not tamper with any thermostats or air control switches in the public areas of the residence halls. Damages to these items are costly to repair, and students will be charged for such damages. Problems with the room temperature should be reported to a Residential Leader, the Residence Hall Director or the Department of Residence Life.

Windows/Screens – Windows are identified as emergency escape routes. Windows must always remain unobstructed. Nothing may be placed between blinds and windows or extend outside of the window (TV antenna, clothes, banners or
decorations), hung, or be installed for your privacy and/or to control lighting and heat from the sun. Please check the window
screen carefully. Students are responsible for any damage to windows and screens. Windows in air-conditioned residence halls must be kept closed. In all halls, windows must be closed whenever the heating system is on during cool/cold times.
Screens must remain in the window frames. Do not lean anything against the screens to prevent possible damage

Student Property – Neither the University nor Residence Life are responsible for replacing a student’s belongings as a result of damage or if items are lost or stolen. This includes food kept in appliances. For that reason, students are strongly encouraged to purchase renter’s insurance or to verify that their current homeowner’s insurance covers their belongings while at school. Campus housing has electrical limitations, and overloading the system presents a fire and
safety hazard. The following guidelines have been established in the interest of individuals’ safety and the preservation of University property:

• Residents possessing street signs or other public signs are considered to be in possession of stolen property. These and similar items are not permitted in campus housing.
• Small pocketknives and table knives are allowed. Firearms, knives, defense sprays, arrows, bows, paintball guns, Air Soft guns, Orbeez guns, sling shots, spear guns, or any other weapon(s) and ammunition are not allowed in campus housing or anywhere else on University property. Possession of such items is considered to be a serious infraction. Students who fail to uphold this policy are subject to administrative and/or disciplinary action which will include removal from campus housing as well as referral to University Police for possible criminal prosecution.
• The possession and/or detonation of any explosive device, including all forms of fireworks, is strictly prohibited. Possession/use of such items is considered to be a serious infraction of University policy and state law. Students who fail to uphold this policy are subject to disciplinary action which may include removal from campus housing as well as a referral to University Police for possible criminal prosecution.
• Students who wish to play musical instruments in campus housing may do so only with instruments that use electronic headphones to prevent inconvenience to other residents. Students are strongly encouraged to use the facilities available through the Department of Fine Arts.
• Large equipment storage must be discussed with your roommate to resolve space and allergen concerns.
• For the safety of the community and the preservation of the University’s facilities, residents may not have darts or dart boards in campus housing.

Tarleton State University reserves the right to remove any property which has been abandoned or has fallen into disrepair.

• Any bicycle that is unsightly or has a deteriorating status shall be removed from the rack and disposed of through a local entity.
• Any property deemed to be a safety hazard shall be removed immediately and disposed of through a local entity without obligation for notification or refund.
• Any bicycle left on a rack around an on-campus facility after June 1 of each year shall be removed from the rack and disposed of.
• Bicycles may not be kept in residence hall lounges, stairwells, interior public areas, on porches or attached to exterior stairs. Bike racks are located near most residence halls/apartments.

The University is not responsible for the loss, theft, or damage to students’ money, valuables, or other personal affects. The University does not provide insurance to cover such losses. Students should check their parents’/guardian’s insurance to ensure that the policy covers the student’s personal possessions while at Tarleton. If the parents’ insurance does not provide such coverage, students are advised to purchase renter’s insurance.

Handgun Policy – Tarleton State University policy prohibits students under the age of 18 to possess a weapon in on-campus student housing. Only License holding individuals 18 and older, with the exception of members or veterans of the armed forces, are permitted to carry a legally approved and concealed weapon on campus and in a residential facility. Any resident who is licensed to carry a concealed handgun and chooses to bring the handgun into their residence hall room/apartment must store his/her handgun and ammunition in a combination or electronic steel safe when the handgun is not on or about their person. Open carry is not permitted.

Any resident of campus housing, who is a handgun license holder and wants to store a handgun in their residence hall room, must provide and properly install their own steel safe in accordance with the manufacturer’s recommendations.

1. The safe shall be designed and manufactured for the storage of a handgun.
2. No safe may be permanently affixed to the housing facility.
3. An additional locking cabinet will be provided at the resident’s request for containing a reasonable sized safe.
4. The University will not provide a primary storage device.
5. The resident may not provide access to their safe to any other individual. This includes restricting room access as necessary.
6. Residents are responsible for the actions of their guests, including family and friends.

Solicitation Policy –

1. Individuals or groups are not permitted to make door-to-door solicitations/announcements. Individuals wishing to approach students in University Housing for the purpose of soliciting sales of goods, services, and memberships must have approval from the Director of Residence Life. Students should notify the Residential Hall Director or Residence Life immediately if approached by solicitors.
2. All individuals and groups wishing to post/distribute informational materials in University Housing must have the permission to do so from the Director of Residence Life. All materials posted/distributed in Residence Life facilities/halls must be stamped to verify approval before being dispersed or posted.